What you need to Know:
Depending on the demands of the event, an organization might need months to prepare. In most cases, an on-campus event requires a Tuesday Meeting with CSIL staff and support departments, a performance permit, a meeting with University Police set-up through the Coordinator of Student Life, and in some cases a ticket contract. If an organization requires support from an on-campus department for an event, the organization will need to request assistance when filling out the facility reservation form. Any event that requires departmental assistance will require more than two weeks to be planned. Even the most basic events that may not require any paperwork require a minimum of five days of planning, as a facility request requires five days to be processed. The earlier an organization begins the planning process for an event, the more successful the event will be.
The event planning process can often become tedious and exhausting. For that reason, we have developed a step-by-step guide and flow chart to help assist your group in both the pre-planning and planning portion, as well as the execution of your event. Additionally, please find the Event Planning Checklist to aid you in following these steps.
The Tuesday meeting is designed to minimize confusion between RC/RO members and the university staff. Some events require a great deal of assistance from departments on campus. This meeting will clarify what type of assistance that a department can give to the organization for the event, which will allow the RC/RO to more efficiently and effectively plan and execute their event. Some things to keep in mind when you have a Tuesday Meeting scheduled are to:
|If you need...||Department||Contact|
|Paperwork Signed||Student Activities||Tricia Garvey Smith OR Susie West
|Room Reservations||Facilities Reservation||Scott Garrison
|Anything in Guerreri University Center (GUC) i.e. tables, chairs, stage||Guerreri University Center||Stefanie Hurst
|Sound, Audiovisual Assistance, or Lighting||Event Services||Matt Hill
|Table, Chairs, Podium, Flag, Easels, Stage (except for in the GUC)||Support Services||Joshua Creighton
|Flyers, Posters, Programs, Tickets, T-Shirts, Give-A-Ways||Publications||Sue Eagle
|Exterior trash/recycle bins, exterior water connections, ferns, outside plants, etc.||Horticulture||Frank Bowen
|Electric Source Outside||Physical Plant||Debra F. Bailey
|Catering (Buffet, Meals, Cookies, Tea, Punch etc.) Linens/Table Cloths||University Dining Services||Kelli Delgado
|Vans, Cars, Vehicles||Motor Pool||Colleen Kirby